Policy Manual Table of Contents

National Association of State Judicial Educators Policy and Procedures Manual

Administration

August 2008

Board of Directors
President
President-Elect
Vice President
Secretary
Treasurer
Regional Directors
Immediate Past President

Board of Directors

Purpose
The Board of Directors serves as the governing body of NASJE.  The Board consists of the President, the President-Elect, the Vice President, the Secretary, the Treasurer, the four Regional Directors and the immediate Past President.  Article III, Section 1 of the Constitution and Bylaws.

Responsibilities

• attend all meetings of the Board of Directors called by the President
• assist the President in conducting the business of NASJE
• provide liaison to committees of NASJE upon appointment by the President
• approve all contracts and grants maintained by NASJE
• uphold the Constitution and Bylaws of NASJE

President

Purpose:
Conscientious fulfillment of the duties and responsibilities of the office of President are important to the effective administration of the organization. Like the CEO of a corporation, the NASJE President is responsible to all stakeholders of NASJE.

Policy:
The President shall serve for a term of one year. The President automatically takes office after elections at the business meeting of the annual conference following the President’s term as President-Elect.

The President shall represent the members and Board of NASJE according to the highest standards of professional responsibility. It is essential that the President uphold the Constitution and Bylaws, administer the work of the organization through its Board of Directors and the business of each committee, and represent NASJE’s interests in all of its dealings with external bodies. The duties of the President are prescribed in Article IV, Section 1 of the Constitution and Bylaws of the National Association of State Judicial Educators (herein after “Constitution and Bylaws”).

Responsibilities:

• preside over all meetings of NASJE and the Board
• exercise a general supervision over all of its affairs
• serve as an ex officio member of all committees
• appoint chairs, vice-chairs, and members of all committees
• create additional committees and task groups necessary to support the work of NASJE
• actively seek grants and support the work of grant projects which enhance the profession of continuing judicial education
• act as the official representative of NASJE or designate a member to be an authorized representative of organizations with which NASJE has a liaison relationship
• report to the Board and members of NASJE at least annually on the status of current projects and the work of NASJE when necessary
• when necessary make special appointments
• send confirmation letter and policy number 6.020 to special appointee confirming appointment
• promote the growth of NASJE and the strengthening of its position within the Court community
• supervise the work of the secretariat
• insure NASJE’s fiscal viability
• monitor and evaluate the achievement of NASJE’s strategic goals
• coordinate NASJE’s strategic planning at least once every three years
• demand the highest standard of ethical behavior in all Association business
• educate and inform Board on Policy and Procedure Manual at the annual conference meeting

Procedure:

Governance:

1. The President convenes all meetings of the Board of Directors.  Meetings are face-to-face or by teleconference call.
2. Prior to meetings the President circulates an agenda of issues to be discussed.  Board members are invited to add issues to the agenda.  The agenda for the annual meeting is prescribed in Article VIII, Section 4 of the Constitution and Bylaws.
3. The President gathers and distributes information and documents necessary for discussion, presides over the meetings, assures that issues are addressed in a timely manner, accepts formal motions, manages discussion, and oversees voting.
4. The President assures that all sides of an issue are considered.  Although the President may take a position on an issue, the President should assure that the will of the group becomes the direction taken.  The President should not impose his/her view on the Board.
5. The President only votes to break a tie.
6. The Constitution and Bylaws require one annual meeting, which takes place during the annual conference.  A Mid-Winter Board meeting is advisable in February of the following calendar year if pressing business requires and the treasury is sufficient to support the travel of board members.  During the year the Board meets monthly, if practical, by teleconference call.
7. The location of the Mid-Winter Board meeting should be determined based upon costs of travel and convenience to the board members.
8. The Secretary submits draft minutes to the President for review, editing and approval as soon as possible after the meeting.  The President notifies the Secretary of any changes in a timely manner so that minutes can be distributed prior to the next meeting.
9. The President acts on behalf of NASJE. If at all possible, the Board should be consulted in actions of a non-routine nature.  If time does not permit, the President makes a decision and notifies the Board as soon as possible of the action taken.

Membership:

1. The President sends a welcome letter and certificate of membership to new members after notification from the chair of the Membership Committee. The President maintains master copies of these documents to allow for timely acknowledgement.
2. The President regularly communicates with members through conference calls, letters, and the NASJE News.
3. The President circulates an interest survey among current members to assess interest in committee appointments and seeking election to the Board.
4. The President or chair of the Membership Committee recognizes new members attending the annual conference.

Committees:

1. The President makes appointments to committees as soon as possible after the annual conference. Chairs and vice-chairs serve for two year terms, committee members for three year terms. No member can serve more than two consecutive terms on a committee.
2. The President makes committee appointments after consultation with the President-Elect, Vice President and committee chairs.
3. A roster of committee membership is published once new appointments are confirmed. This roster should include names of chairs, vice chairs and members and the year their terms expire. Unless new appointments have not been made by that time, terms expire December 31.
4. The President communicates any information regarding Board action, tasks, responsibilities and procedures to committee chairs.

Secretariat:

1. The President generally supervises the work of the Secretariat.
2. The President communicates with the Secretariat regarding all business matters within the Secretariat’s purview and in matters involving the relationship of NASJE and the Secretariat.
3. The President works to assure that all contracted services of the Secretariat are performed in an expeditious and adequate manner.

President-Elect

Purpose:
The position of President-Elect insures the continuity of NASJE leadership. The incumbent’s major responsibility is to prepare for the term of President. As such, the President-Elect shares in the governance of NASJE with the President and Vice President.

Policy:
The President-Elect shall serve for a term of one year prior to taking office as President. The President-Elect automatically takes office after elections at the business meeting of the next annual conference following election to Vice President. The duties of President-Elect are broadly described in Article IV, Section 2 of the Constitution and Bylaws.

Responsibilities:

• assume the responsibilities of President when, for any cause, the President is unable to act
• assist the President in conducting the business of NASJE as prescribed in the previous policy
• serve as an officer of NASJE and a member of the Board of Directors
• coordinate the work of the Regional Directors
• assist the president and Regional Director with on-site coordination of the annual conference
• recommend members to the President to fill committee slots as chairs, vice-chairs, and members
• assist the President with strategic evaluation and monitoring
• assist the President with coordinating NASJE’s strategic planning at least every three years
• assist Vice President with new member orientation and fundamentals program in coordination with the Education Committee
• chair and Board liaison of the By-Laws Revision Committee
• serve on Fundraising Committee and actively fund raise

Vice President

Purpose:
The position of Vice President is the first office in the line of automatic ascension to the Presidency. The Vice President’s major responsibility is to assist the President and President-Elect in the governance of NASJE.

Policy:
The Vice President shall serve a term of one year prior to taking office as President-Elect. The Vice President is an elected position. The duties of the Vice President are prescribed in Article IV, Section 3 of the Constitution and Bylaws.

Responsibilities:

• perform the duties of President when both the President and President-Elect are absent
• serve as an officer of NASJE and member of the Board of Directors
• assist the President and President-Elect in conducting the business of NASJE
• recommend members to the President to serve as chairs, vice chairs and members of committees
• assist the President with strategic evaluation and monitoring
• assist the President with the coordination of the strategic plan at least every three years
• chair new member orientation and fundamentals program in coordination with the Education Committee
• serve on the By-Laws Revision Committee
• serve on the Fundraising Committee and actively fund raise
• maintain NASJE Policy and Procedures Manual

Secretary

Purpose:
The Secretary maintains the official record of all NASJE business. The goal is to ensure that an accurate and clear record of the monthly NASJE Board meetings, annual conference meeting and mid-year meeting are kept and preserved.

Policy:
The Secretary shall serve for a term of two years. The Secretary is an elected position.

The Secretary shall represent the members and Board of NASJE according to the highest standards of professional responsibility. It is essential that the Secretary uphold the Constitution and Bylaws, administer the work of NASJE through the Board of Directors and the business of each committee, and represent NASJE’s interests in all of its dealings with external bodies. The duties of the Secretary are prescribed in Article IV, Section 4 of the Constitution and Bylaws.

Responsibilities:

• serve as an officer of NASJE and member of the Board of Directors
• keep a complete record of all proceedings and official correspondence to the Board and NASJE
• take minutes of all meetings of the Board of Directors and the business meeting of the annual conference
• distribute copies of the minutes to the Board and the Secretariat after approval of the President

Treasurer

Purpose:
The Treasurer maintains the fiscal records of NASJE. The goal is to ensure that an accurate and clear record of all financial activities of NASJE are kept and preserved and to ensure that NASJE’s financial activities are in accordance with generally accepted accounting principles.

Policy:
The Treasurer shall serve for a term of two years. The Treasurer is an elected position.

The Treasurer shall represent the members and Board of NASJE according to the highest standards of professional responsibility. It is essential that the Treasurer uphold the Constitution and Bylaws, administer the work of NASJE through the Board of Directors and the business of each committee, and represent NASJE’s interests in all of its dealings with external bodies. The duties of the Treasurer are prescribed in Article IV, Section 5 of the Constitution and Bylaws.

Responsibilities:

• serve as an officer of NASJE and a member of the Board of Directors
• issue a Treasurer’s report of all financial transactions to the membership at each annual meeting of NASJE and at each Board meeting
• approve the payment of all invoices before payment by the secretariat
• oversee the following activities of the Secretariat normally associated with the office of Treasurer or required by the Constitution and Bylaws.
  • keep general charge of financial records and accounts of NASJE and make them available for an audit upon request of the Board
  • receive and disburses monies of NASJE
  • deposit and maintain funds in bank account(s) approved by the Board
  • collect membership charges and notify delinquent members of their status
  • maintain books of accounts showing all receipts and disbursements of NASJE and an account of its cash and assets
• assist in the drafting and maintenance of the Secretariat contract
• maintain the contract with the secretariat under the supervision of the President
• serve as Board Liaison to the Education Committee
• serve as Board liaison to the Membership Committee

Regional Directors

Purpose:
Regional Directors are elected for two year terms by the members of each respective region. There are currently four regions: Northeastern Region; Southeastern Region; Western Region; and Midwestern Region. Generally the Director represents the interest of the members from states in that particular region or country in the case of international members. The duties of Regional Director are listed in Article IV, Section 6 of the Constitution and Bylaws.

Responsibilities:

• actively recruit potential new members, committee members, and officers
• make regular contact with the members of their region in order to update members on Board decisions and to solicit comments and suggestions regarding Board or regional business
• support the timely collection of association dues from members of the region upon the request of the President
• communicate regional news to NASJE News committee
• perform additional duties as may be assigned by the Board or the President
• recommend sites for the annual conference every fourth year when it is planned for each director’s region
• serve on the local conference sub-committee of the Education Committee to plan social events and assist with logistics and for the annual conference in a director’s region
• make contact with any new members

Immediate Past President

Purpose:
The position of Immediate Past President ensures that NASJE remains a vibrant association that honors its history and traditions and continues to grow and prosper. The incumbent’s major responsibility is to ensure that the officers of NASJE are aware of past decisions and rationales when making decisions.

Policy:
The Immediate Past President shall serve for a term of one year after serving as President. The Immediate Past President automatically takes office after elections at the business meeting of the next annual conference following the Immediate Past President’s term as President.

The Immediate Past President shall represent the members and Board of NASJE according to the highest standards of professional responsibility. It is essential that the Immediate Past President uphold the Constitution and Bylaws, administer the work of NASJE through its Board of Directors and the business of each committee, and represent NASJE’s interests in all of its dealings with external bodies. The Immediate Past President is a non-voting member of the Board according to Article III, Section 3 of the Constitution and Bylaws.

Responsibilities:

• serve as a member of NASJE’s Board of Directors
• serve on the Bylaws Revision Committee
• serve as Board liaison to the Mentor Committee
• serve on Fundraising Committee and actively fund raise
• liaison with Past Presidents in ensuring NASJE’s history and traditions are honored